The Role
Oversee the school's finance, HR, compliance, and back-office operations: manage QuickBooks and Brightwheel billing, payroll and benefits, DFPS licensing compliance, grant/donor accounting, budgeting, board financial reporting, and support recruitment and development initiatives to ensure accurate finances and regulatory adherence.
Summary Generated by Built In
The Director of Finance & Administration is the operational and financial backbone of Goldberg Montessori School. This role owns the financial, HR, compliance, and back-office functions of the school, placing them in the hands of a dedicated professional with the background and expertise to manage them efficiently. The Director of Finance & Administration ensures that GMS’s finances are healthy and transparent, its licensing and HR obligations are met, and its operational systems run reliably — freeing the Executive Director of GMS to focus on education, community, and strategic leadership.
Goldberg Montessori School is an equal opportunity employer. GMS reserves the right to revise this description as it deems appropriate.
Core Responsibilities
Financial Administration- Manage all day-to-day bookkeeping in QuickBooks Online: record income and expenses, reconcile accounts, and maintain accurate, board-ready books.
- Manage accounts payable and receivable; process and track all invoices and vendor payments.
- Develop, manage, and monitor the annual operating budget in collaboration with the Executive Director of GMS and Board.
- Reconcile bank accounts and credit card charges monthly; partner with the school accountant on monthly budget updates and income/expense coding.
- Reconcile donations in QuickBooks (auctions, Annual Fund); send tax acknowledgment letters to donors in a timely manner.
- Monitor classroom budgets and provide regular updates to the Executive Director of GMS and teaching staff.
- Prepare yearly tuition schedules for Board review and approval.
- Apply for grants in conjunction with the Executive Director of GMS; manage yearly allocations from the Jewish Federation.
- Manage and oversee the Brightwheel database and its associated contract.
- Maintain all parent billing accounts (tuition, PTO, extended day, early care, drop-ins, enrichment); assess late fees weekly as needed.
- Reconcile monthly Brightwheel billing in partnership with the school accountant.
- Serve as the primary point of contact for all Brightwheel billing inquiries from parents and staff.
- Coordinate with the Admissions & Enrollment Coordinator on new student financial onboarding — ensuring FACTS applications, billing accounts, and financial paperwork are complete before a student’s first day.
- Administer the FACTS financial aid system; provide financial aid information to families and maintain all FACTS accounts and data.
- Supply information to the Financial Aid Committee; serve as the primary liaison between families and the committee for aid amounts and appeals.
- Process payroll accurately and on schedule for all salaried and hourly staff, including tax withholding and benefit deductions.
- Prepare and present teacher and staff contracts annually.
- Maintain records of paid time off and communicate balances to employees.
- Manage all school insurance policies (liability, workers’ compensation, COBRA, staff benefits) including renewals and changes.
- Manage annual open enrollment for employee benefits; communicate options and deadlines clearly to staff.
- Maintain all personnel files and ensure compliance with documentation and recordkeeping requirements.
- Support the Executive Director of GMS in the recruitment, onboarding, and offboarding of staff.
- Ensure full program compliance with Texas DFPS minimum standards for licensed childcare facilities.
- Maintain all required licensing logs (visitor logs, fire drill records, playground safety checklists, etc.).
- Track and maintain CPR/First Aid certifications for all staff; send reminders to ensure ongoing compliance.
- Record and track required staff professional development hours; notify staff of upcoming PD opportunities.
- Ensure all student files (immunizations, emergency forms, therapeutic records) are complete and current.
- Plan, implement, and document required safety drills (fire, lockdown, extreme weather) per state requirements.
- Conduct regular campus walks to verify compliance with state safety standards.
- Serve as the primary point of contact for Texas DFPS licensing agents during campus visits and inspections.
- Work with the school’s attorney on compliance issues, contract reviews, and other legal matters as needed.
- Collaborate with the Board Treasurer and school accountant to prepare monthly board financial reports and enrollment snapshots.
- Provide financial analysis to support Board decision-making; present at monthly Board meetings as requested.
- Oversee the donor database and gift tracking; support the Executive Director of GMS and Board in Annual Fund execution.
- Perform all PTO billing for families.
- Facilitate reconciliation of the PTO bank account with the school accountant.
- Assist the Executive Director of GMS and Board in executing annual fund campaigns and fundraising events.
Key Performance Indicators
KPITarget / DescriptionBudget ReportingMonthly financial reports delivered to Executive Director of GMS within 5 business days of month closePayroll AccuracyZero payroll errors; all payroll deadlines met consistentlyFinancial Aid TurnaroundAll FA applications processed and communicated to families within 3 business days of receiving decision from committeeBrightwheel Accuracy100% of billing accounts reconciled monthly; zero unresolved discrepancies at quarter endLicensing ComplianceZero licensing citations or deficiencies at annual DFPS inspectionsStaff PD Compliance100% of staff PD records current at all timesBoard ReportsAll financial reports and snapshots delivered on time for each Board meetingQualifications
- 3+ years of experience in school administration, operations management, or nonprofit finance; prior Head of School or director-level experience a significant asset.
- Proficiency with QuickBooks Online required; experience with BambooHR or similar payroll/HR platforms strongly preferred.
- Demonstrated experience managing Texas DFPS licensing compliance for a licensed childcare facility.
- Experience with Brightwheel or similar school management/billing platforms.
- Strong attention to detail, discretion with confidential information, and commitment to accuracy.
- Excellent “customer service” and clear communication with families to assist with billing inquiries and with staff concerning pay checks, benefits, etc.
- Ability to work independently, prioritize effectively, and meet deadlines in a busy school environment.
- AMS or AMI Montessori experience and/or Texas Child Care Director Certification a plus.
- Cleared background check, fingerprinting, and Pre-Service requirements per Texas Licensing.
Goldberg Montessori School is an equal opportunity employer. GMS reserves the right to revise this description as it deems appropriate.
Skills Required
- 3+ years of experience in school administration, operations management, or nonprofit finance
- Prior Head of School or director-level experience
- Proficiency with QuickBooks Online
- Experience with BambooHR or similar payroll/HR platforms
- Demonstrated experience managing Texas DFPS licensing compliance for a licensed childcare facility
- Experience with Brightwheel or similar school management/billing platforms
- AMS or AMI Montessori experience and/or Texas Child Care Director Certification
- Cleared background check, fingerprinting, and Pre-Service requirements per Texas Licensing
- Strong attention to detail, discretion with confidential information, and commitment to accuracy
- Excellent customer service and clear communication with families and staff
- Ability to work independently, prioritize effectively, and meet deadlines
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The Company
What We Do
Elevated Facility Services Group is a leading independent provider of elevator and escalator maintenance, repair, and modernization services across all major brands of equipment. Serving 57 markets across 21 states, the company specializes in vertical transportation solutions for healthcare facilities, office buildings, commercial residential, and government or municipal buildings, ensuring safe and reliable operations for its diverse client portfolio.
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